This Plan Is Reviewed Annually to Ensure Compliance with Current Regulations

Exam Contingency Plan

2017/18

This plan is reviewed annually to ensure compliance with current regulations

Key staff involved in contingency planning

Role / Name(s)
Head of Centre / Mrs L McVeigh
Exams OfficerLine Manager (Senior Leader) / Mrs M Masciopinto
Exams Officer / Mrs M Payne
SENCo / Mr A Cave
SLT Member(s) / Mr C Storey, Mr C Bennett, Mr G Mills, Mrs E Mottram, Mr I James, Mrs M Fletcher

Contents

Key staff involved in contingency planning

Purpose of the plan

Possible causes of disruption to the exam process

1.Exam officer extended absence at key points in the exam process (cycle)

2.SENCo extended absence at key points in the exam cycle

3.Teaching staff extended absence at key points in the exam cycle

4.Invigilators - lack of appropriately trained invigilators or invigilator absence

5.Exam rooms - lack of appropriate rooms or main venues unavailable at short notice

6.Failure of IT systems

7.Emergency evacuation of the exam room (or centre lock down)

8.Disruption of teaching time – centre closed for an extended period

9.Candidates unable to take examinations because of a crisis – centre remains open

10.Centre unable to open as normal during the exams period

11.Disruption in the distribution of examination papers

12.Disruption to the transportation of completed examination scripts

13.Assessment evidence is not available to be marked

14.Centre unable to distribute results as normal

Further guidance to inform and implement contingency planning

Ofqual

JCQ

GOV.UK

Purpose of the plan

This plan examines potential risks and issues that could cause disruption to the exams process at the [insert centre name]. By outlining actions/procedures to be invoked in case of disruption it is intended to mitigate the impact these disruptions have on our exam process.

Alongside internal processes, this plan is informed by the Exam system contingency plan: England, Wales and Northern Ireland which provides guidance in the publication What schools and colleges and other centres should do if exams or other assessments are seriously disrupted.

This plan also confirms The Samworth Church Academy is compliant with the JCQ regulation (section 5.3, General Regulations for Approved Centres 2017-2018) that the centrehas in place a written examination contingency plan which covers all aspects of examination administration. This will allow members of the senior leadership team to act immediately in the event of an emergency or staff absence.

Possible causes of disruption to the exam process

1.Exam officer extended absence at key points in the exam process (cycle)

Criteria for implementation of the plan
Key tasks required in the management and administration of the exam cycle not undertaken including:
Planning
annual data collection exercise not undertaken to collate information on qualifications and awarding body specifications being delivered
annual exams plan not produced identifying essential key tasks, key dates and deadlines
sufficient invigilators not recruited
Entries
awarding bodies not being informed of early/estimated entries which prompts release of early information required by teaching staff
candidates not being entered with awarding bodies for external exams/assessment
awarding body entry deadlines missed or late or other penalty fees being incurred
Pre-exams
invigilators not trained or updated on changes to instructions for conducting exams
exam timetabling, rooming allocation; and invigilation schedules not prepared
candidates not briefed on exam timetables and awarding body information for candidates
exam/assessment materials and candidates’ work not stored under required secure conditions
internal assessment marks and samples of candidates’ work not submitted to awarding bodies/external moderators
Exam time
exams/assessments not taken under the conditions prescribed by awarding bodies
required reports/requests not submitted to awarding bodies during exam/assessment periods, for example very late arrival, suspected malpractice, special consideration
candidates’ scripts not dispatched as required for marking to awarding bodies
Results and post-results
access to examination results affecting the distribution of results to candidates
the facilitation of the post-results services
Centre actionsto mitigate the impact of the disruption
In the event of the Exams Officer being absent from the Academy, it is the Data Managers responsibility to ensure that all of the above tasks are carried out. The Data Manager has an extensive amount of knowledge of the examination processes and requirements to ensure no candidate is disadvantaged.

2.SENCo extended absence at key points in the exam cycle

Criteria for implementation of the plan
Key tasks required in the management and administration of the access arrangements process within the exam cycle not undertaken including:
Planning
candidates not tested/assessed to identify potential access arrangement requirements
centre fails to recognise its duties towards disabled candidates as defined under the terms of the Equality Act 2010
evidence of need and evidence to support normal way of working not collated
Pre-exams
approval for access arrangements not applied for to the awarding body
centre-delegated arrangements not put in place
modified paper requirements not identified in a timely manner to enable ordering to meet external deadline
staff (facilitators) providing support to access arrangement candidates not allocated and trained
Exam time
access arrangement candidate support not arranged for exam rooms
Centre actions to mitigate the impact of the disruption
In the event of the SENCO being absent from the Academy, the Inclusion Manger has been appropriately trained to carry out the necessary role.
The Inclusion Manager will work alongside the Exams Officer/Data Manager to ensure all of the issues above have been addressed.

3.Teaching staff extended absence at key points in the exam cycle

Criteria for implementation of the plan
Key tasks not undertaken including:
Early/estimated entry information not provided to the exams officer on time; resulting in pre-release information not being received
Final entry information not provided to the exams officer on time; resulting in candidates not being entered for exams/assessments or being entered late/late or other penalty fees being charged by awarding bodies
Non-examination assessment tasks not set/issued/taken by candidates as scheduled
Candidates not being informed of centre assessed marks before marks are submitted to the awarding body and therefore not being able to consider appealing internal assessment decisions and requesting a review of the centre’s marking
Internal assessment marks and candidates’ work not provided to meet awarding body submission deadlines
Centre actions to mitigate the impact of the disruption
In the event of a member of teaching staff being absent from the Academy, it is the responsibility of the Subject Leader to work with the Exams Officer to ensure entries, coursework and amendments are carried out.
In the event of late entry fees this will be addressed as a department issue and be dealt with accordingly with the member of staff’s Line Manager.
Candidates not being informed of centre assessed marks will be addressed as a department issue and dealt with accordingly with the member of staff’s Line Manager.

4.Invigilators - lack of appropriately trained invigilators or invigilator absence

Criteria for implementation of the plan
Failure to recruit and train sufficient invigilators to conduct exams
Invigilator shortage on peak exam days
Invigilator absence on the day of an exam
Centre actions to mitigate the impact of the disruption
The Academy has trained appropriate support staff who are able to cover for any invigilator absences at short notice.

5.Exam rooms - lack of appropriate rooms or main venues unavailable at short notice

Criteria for implementation of the plan
Exams officer unable to identify sufficient/appropriate rooms during exams timetable planning
Insufficient rooms available on peak exam days
Main exam venues unavailable due to an unexpected incident at exam time
Centre actions to mitigate the impact of the disruption
The exam rooming plans are organised well in advance of the exam season. We are then able to identify any possible issues. We have sufficient rooms, within the Academy, to allocate rooms to. In the eventuality of issues, we are able to re-room classes and double up rooms in certain areas to allow the exams to continue.

6.Failure of IT systems

Criteria for implementation of the plan
MIS system failure at final entry deadline
MIS system failure during exams preparation
MIS system failure at results release time
Centre actions to mitigate the impact of the disruption
In the event of IT failure, we have an in-house IT team who have set procedures to ensure a speedy recovery of systems required. We have facilities also to be able to access the internet via other sources which enables us to carry out entry procedures and exam arrangements.

7.Emergency evacuation of the exam room (or centre lock down)

Criteria for implementation of the plan
Whole centre evacuation (or lock down) during exam time due to serious incident resulting in exam candidates being unable to start, proceed with or complete their exams
Centre actions to mitigate the impact of the disruption
The Emergency Evacuation Procedure to be followed should an exam have started. The appropriate exam board/s to be notified, informing them of the disruption.
An alternative venue to be sourced to enable the exam series to continue, should the Academy rooms no longer be available for use. All exam boards to be notified immediately.
Apply for Special Consideration for all students involved.

8.Disruption of teaching time – centre closed for an extended period

Criteria for implementation of the plan
Centre closed or candidates are unable to attend for an extended period during normal teaching or study supported time, interrupting the provision of normal teaching and learning
Centre actions to mitigate the impact of the disruption
Plans will be put in place via the Academy Executive Team.

9.Candidates unable to take examinations because of a crisis – centre remains open

Criteria for implementation of the plan
Candidates are unable to attend the examination centre to take examinations as normal
Centre actions to mitigate the impact of the disruption
The Academy will make alternative arrangements for the candidate after consultation with the appropriate exam board.
Apply for Special Consideration where required.

10.Centre unable to open as normal during the exams period

Criteria for implementation of the plan
Centre unable to open as normal for scheduled examinations (including centre being unavailable for examinations owing to an unforeseen emergency)
Centre actions to mitigate the impact of the disruption
The Exams Officer will inform the relevant exam boards immediately and discuss arrangements for an alternative exam site.

11.Disruption in the distribution of examination papers

Criteria for implementation of the plan
Disruption to the distribution of examination papers to the centre in advance of examinations
Centre actions to mitigate the impact of the disruption
The Exams Officer will inform the relevant exam board of any scripts not received. There are daily checks as to what scripts have been received into the centre and which ones are outstanding.

12.Disruption to the transportation of completed examination scripts

Criteria for implementation of the plan
Delay in normal collection arrangements for completed examination scripts
Centre actions to mitigate the impact of the disruption
The Exams Officer will ensure that the package of exam scripts is securely delivered to the local Post Office.

13.Assessment evidence is not available to be marked

Criteria for implementation of the plan
Large scale damage to or destruction of completed examination scripts/assessment evidence before it can be marked
Centre actions to mitigate the impact of the disruption
Contact the relevant exam board immediately.
Communicate to parents the situation.
Advise what appropriate action will take place.

14.Centre unable to distribute results as normal

Criteria for implementation of the plan
Centre is unable to access or manage the distribution of results to candidates, or to facilitate post-results services
Centre actions to mitigate the impact of the disruption
The Academy MIS has a Pupil/Parent function where results can be published on results day electronically

Further guidance to inform and implement contingency planning

Ofqual

What schools and colleges and other centres should do if exams or other assessments are seriously disrupted

1. Contingency planning

You should prepare for possible disruption to exams and other assessments as part of your emergency planning and make sure your staff are aware of these plans…

1. Disruption to assessments or exams

In the absence of any instruction from the relevant awarding organisation, the school or college should assume that any exam or timetabled assessment should take place if it is possible for it to do so. This may mean having to locate alternative premises.
If the exam or assessment cannot take place, or if a student misses an exam or loses their assessment due to an emergency or other event outside the control of the school or college, you should discuss alternative arrangements with your awarding organisation.
2.1 The school or college should consider the following steps
Exam planning

1. Review your contingency plan well in advance of each exam series.
2. Ensure that copies of question papers are received and stored under secure conditions.

In the event of disruption

1. Contact the relevant awarding organisation and follow its instructions.
2. Take advice, or follow instructions, from relevant local or national agencies in deciding whether the school or college is able to open.
3. Identify whether the exam can be sat at an alternative venue, in agreement with the relevant awarding organisation.
4. Where accommodation is limited, prioritise students whose progression will be severely delayed if they do not take their exams when planned.
5. Communicate with parents, carers and students regarding any changes to the exam timetable.
6. Advise students, where appropriate, to sit exams in the next available series.

After the exam

1. Consider whether students may be eligible for special consideration.
2. Ensure that scripts are stored under secure conditions.
3. Return scripts to awarding organisations in line with their instructions. Never make alternative arrangements for the transportation of completed exam scripts, unless told to do so by the awarding organisation.

2.2 The awarding organisation should take the following steps
Exam planning

1. Establish, maintain and at all times comply with an up to date written contingency plan.
2. Ensure that the arrangements that are in place with schools and colleges enable them to deliver and award qualifications in accordance with its conditions of recognition.

In the event of disruption

1. Take all reasonable steps to mitigate any negative effect, in relation to its qualifications, arising from any disruption.
2. Provide effective guidance to any of its centres responsible for delivering qualifications on its behalf.
3. Ensure that where an assessment is required to be completed under specified conditions, students complete the assessment under those conditions (other than where any reasonable adjustments or special considerations require alternative conditions).
4. Promptly notify the relevant regulators about any event which could have a negative effect on students, standards or public confidence.

After the exam
Consider any requests for special consideration for affected students. For example, those who may have lost their internally assessed work or whose performance in assessments or exams could have been affected by the disruption.
2.3 When a student misses an exam or is disadvantaged by the disruption
If you feel that the performance of all or some of your students has been negatively affected by the disruption you should ask your awarding organisation about applying for special consideration. The decision about what special consideration is, or is not appropriate, is for awarding organisations to make. Their decisions might be different, for different qualifications and for different subjects. However, we encourage awarding organisations to adopt a consistent approach, including between learners, schools or colleges, and awarding organisations, when dealing with a number of similar cases.

[Ofqual guidance extract taken directly from the Exam system contingency plan: England, Wales and Northern Ireland - What schools and colleges and other centres should do if exams or other assessments are seriously disrupted, sections 1 and 2 ]

JCQ

Contingency planning
The qualifications regulators, JCQ and government departments responsible for education have prepared and agreed information for schools and colleges in the event of examinations being seriously disrupted. This jointly agreed information will ensure consistency of response in the event of major disruption to the examinations system affecting significant numbers of candidates.
In addition, awarding bodies have their own well-established contingency plans in place to respond to disruptions. It is important that exams officers who are facing disruption liaise directly with the relevant awarding body/bodies.
Centres should prepare plans for any disruption to examinations as part of their general emergency planning. It is important to ensure that relevant centre staff are familiar with the plan. Consideration should be given as to how these arrangements will be communicated to candidates, parents and staff should disruption to examinations occur.
In the event that the head of centre decides the centre cannot be opened for scheduled examinations, the relevant awarding body must be informed as soon as possible. Awarding bodies will be able to offer advice regarding the alternative arrangements for conducting examinations that may be available and the options for candidates who have not been able to take scheduled examinations.
Further information may be found at:

[JCQ guidance taken directly from JCQ Instructions for conducting examinations page iv]

General regulations for approved centres

Guidance on alternative site arrangements

Guidance on transferred candidate arrangements